Privacy Act of 1974; System of Records, 61854-61856 [2014-24413]

Agencies

• DEPARTMENT OF DEFENSE
• Office of the Secretary

[Federal Register Volume 79, Number 199 (Wednesday, October 15, 2014)]
[Notices]
[Pages 61854-61856]
From the Federal Register Online via the Government Printing Office [www.gpo.gov]
[FR Doc No: 2014-24413]


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DEPARTMENT OF DEFENSE

Office of the Secretary

[Docket ID DoD-2014-OS-0141]


Privacy Act of 1974; System of Records

AGENCY: Office of the Secretary of Defense, DoD.

ACTION: Notice to add a new System of Records.

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SUMMARY: The Office of the Secretary of Defense proposes to add a new 
system of records, DPR 45 DoD, entitled ``Military OneSource (MOS) Case 
Management System (CMS)'' to its inventory of record systems subject to 
the Privacy Act of 1974, as amended.
    The MOS CMS allows the documentation of an individual's 
eligibility; identification of the caller's inquiry or issue to provide 
a warm hand-off, referral and/or requested information; the development 
towards a final solution and referral information. Records may be used 
as a management tool for statistical analysis, tracking, reporting, and 
evaluating program effectiveness, and for conducting research. 
Information about individuals indicating a threat to self or others 
will be reported to the appropriate authorities in accordance with DoD 
regulations and established protocols.

DATES: Comments will be accepted on or before November 14, 2014. This 
proposed action will be effective the day following the end of the 
comment period unless comments are received which result in a contrary 
determination.

ADDRESSES: You may submit comments, identified by docket number and 
title, by any of the following methods:
    * Federal Rulemaking Portal: https://www.regulations.gov. Follow the 
instructions for submitting comments.
    * Mail: Federal Docket Management System Office, 4800 Mark Center 
Drive, East Tower, 2nd Floor, Suite 02G09, Alexandria, VA 22350-3100.
    Instructions: All submissions received must include the agency name 
and docket number for this Federal Register document. The general 
policy for comments and other submissions from members of the public is 
to make these submissions available for public viewing on the Internet 
at https://www.regulations.gov as they are received without change, 
including any personal identifiers or contact information.

FOR FURTHER INFORMATION CONTACT: Ms. Cindy Allard, Chief, OSD/JS 
Privacy Office, Freedom of Information Directorate, Washington 
Headquarters Service, 1155 Defense Pentagon, Washington, DC 20301-1155, 
or by phone at (571)372-0461.

SUPPLEMENTARY INFORMATION: The Office of the Secretary of Defense 
notices for systems of records subject to the Privacy Act of 1974 (5 
U.S.C. 552a), as amended, have been published in the Federal Register 
and are available from the address in FOR FURTHER INFORMATION CONTACT 
or at https://dpclo.defense.gov/.
    The proposed system report, as required by 5 U.S.C. 552a(r) of the 
Privacy Act of 1974, as amended, was submitted on October 6, 2014, to 
the House Committee on Oversight and Government Reform, the Senate 
Committee on Governmental Affairs, and the Office of Management and 
Budget (OMB) pursuant to paragraph 4c of Appendix I to OMB Circular No. 
A-130, ``Federal Agency Responsibilities for Maintaining Records About 
Individuals,'' dated February 8, 1996 (February 20, 1996, 61 FR 6427).

    Dated: October 8, 2014.
Aaron Siegel,
Alternate OSD Federal Register Liaison Officer, Department of Defense.
DPR 45 DoD

System name:
    Military OneSource (MOS) Case Management System (CMS)

System location:
    DISA DECC Oklahoma City, 8705 Industrial Blvd., Building 3900, 
Tinker AFB, OK 73145-3336.

Categories of individuals covered by the system:
    Active duty service members; Reserve and National Guard members; 
members of the Coast Guard activated as part of the Department of the 
Navy under Title 10 authority; medically discharged service members 
participating in a Service-sponsored Wounded Warrior or

[[Page 61855]]

Seriously Ill and Injured Program; those with honorable and general 
(under honorable conditions) discharges (includes retirees and those on 
the Temporary Disability Retirement List (TDRL)), during the first 180 
days after separation date; and DoD Civilian Expeditionary Workforce 
personnel; the immediate family members of the groups described above 
to include same-sex domestic partners; individuals with a legal 
responsibility to care for a deployed service member's children acting 
for the benefit of the children; and survivors of deceased service 
members who contact Military OneSource seeking information, referrals, 
or non-medical counseling.

Categories of records in the system:
    Individual's full name, date of birth, gender, marital status, 
relationship to service member, rank, unit, branch of military service, 
military status, current address and mailing address, telephone number, 
email address, participant ID and case number (automatically generated 
internal numbers not provided to the participant), presenting issue/
information requested, handoff type to contractor, handoff notes, if 
interpretation is requested and the language, referrals, and feedback 
from quality assurance follow-up with participants.
    Non-medical counseling information includes psychosocial history; 
assessment of personal concerns; provider name, phone number, and 
location; authorization number; and outcome summary.

Authority for maintenance of the system:
    10 U.S.C. 136, Under Secretary of Defense for Personnel and 
Readiness; 10 U.S.C. 1781 note, Establishment of Online Resources To 
Provide Information About Benefits and Services Available to Members of 
the Armed Forces and Their Families; DoD Directive 1404.10, DoD 
Civilian Expeditionary Workforce; DoD Instruction (DoDI) 1342.22, 
Military Family Readiness; and DoDI 6490.06, Counseling Services for 
DoD Military, Guard and Reserve, Certain Affiliated Personnel, and 
Their Family Members.

Purpose(s):
    MOS CMS allows the documentation of an individual's eligibility; 
identification of the caller's inquiry or issue to provide a warm hand-
off, referral and/or requested information; the development towards a 
final solution and referral information. Records may be used as a 
management tool for statistical analysis, tracking, reporting, and 
evaluating program effectiveness, and for conducting research. 
Information about individuals indicating a threat to self or others 
will be reported to the appropriate authorities in accordance with DoD 
regulations and established protocols.

Routine uses of records maintained in the system, including categories 
of users and the purposes of such uses:
    In addition to those disclosures generally permitted under 5 U.S.C. 
552a(b) of the Privacy Act of 1974, as amended, the records contained 
herein may specifically be disclosed outside the DoD as a routine use 
pursuant to 5 U.S.C 552a(b)(3) as follows:
    To authorized DoD MOS contractors for the purpose of responding to 
service member or family member need.
    To contractors and grantees for the purpose of supporting research 
studies concerned with the effectiveness of non-medical counseling 
interventions.
    To local law enforcement entities for the purpose of intervention 
to prevent harm to the individual (self) in accordance with DoD 
regulations and established protocols.
    Any release of information contained in this system of records 
outside the DoD under a routine use will be compatible with the 
purpose(s) for which the information is collected and maintained.
    The DoD Blanket Routine Uses set forth at the beginning of the 
Office of the Secretary of Defense (OSD) compilation of systems of 
records notices may apply to this system.

Policies and practices for storing, retrieving, accessing, retaining, 
and disposing of records in the system:
Storage:
    Electronic storage media.

Retrievability:
    Information is retrieved by the participant's full name.

Safeguards:
    MOS CMS is hosted on a DoD Information Assurance Certification and 
Accreditation Process (DIACAP) certified and accredited infrastructure. 
Records are maintained in a secure building in a controlled area 
accessible only to authorized personnel. Physical entry is restricted 
by the use of locks and passwords and administrative procedures which 
are changed periodically. Records are encrypted when not in use 
(encrypted at rest). Personally identifiable information (PII) is 
encrypted during transmission to protect session information. The 
system is designed with access controls, comprehensive intrusion 
detection, and virus protection. Access to PII in this system is role 
based and restricted to those who require the data in the performance 
of the official duties and have completed information assurance and 
privacy training annually.

Retention and disposal:
    Disposition Pending. Until the National Archives and Records 
Administration has approved the retention and disposal of these 
records, treat them as permanent.

System manager(s) and address:
    Director, Military Community Outreach, Military Community and 
Family Policy, 4000 Defense Pentagon, Washington, DC 20301-2400; or 
Military OneSource Program Manager, Military OneSource Program Office, 
Military Community Outreach, Military Community and Family Policy, 4800 
Mark Center Drive, Alexandria, VA 22350-2300.

Notification procedures:
    Individuals seeking to determine if information about themselves is 
contained in this record system should address written inquiries to the 
system manager.
    Written requests should be signed and include the individual's full 
name, current address, and telephone number.

Record access procedures:
    Individuals seeking access to information about themselves 
contained in this record system should address written inquiries to the 
Office of the Secretary of Defense/Joint Staff Freedom of Information 
Act Requester Service Center, 1155 Defense Pentagon, Washington DC 
20301-1155.
    Signed, written requests must include the individual's full name, 
current address, telephone number and this system of records notice 
number.

In addition, the requester must provide a notarized statement or an 
unsworn declaration made in accordance with 28 U.S.C. 1746, in the 
following format:
    If executed outside the United States: `I declare (or certify, 
verify, or state) under penalty of perjury under the laws of the United 
States of America that the foregoing is true and correct. Executed on 
[date]. [Signature].'
    If executed within the United States, its territories, possessions, 
or commonwealths: `I declare (or certify, verify, or state) under 
penalty of perjury that the foregoing is true and correct. Executed on 
[date]. [Signature].'

Contesting record procedures:
    The OSD rules for accessing records, for contesting contents, and 
appealing

[[Page 61856]]

initial agency determinations are published in OSD Administrative 
Instruction 81; 32 CFR Part 311, or may be obtained from the system 
manager.

Record source categories:
    The individual, Military OneSource program officials, and 
authorized contractors providing advice and support to the individual.

Exemptions:
    None.
[FR Doc. 2014-24413 Filed 10-14-14; 8:45 am]
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